The client
The client is a large healthcare organization headquartered in Singapore, with hospitals and healthcare facilities across Southeast Asia.
Medical supplies, consumables and operational stock are held in stores, departments and treatment areas at each hospital. Running out of an essential item affects patient care, so availability matters every day.
The challenge
Stock records existed, but checking whether an item was available meant opening separate spreadsheets and calling other departments. Nobody had one view of supplies across facilities.
- Availability checks depended on separate spreadsheets and manual updates.
- Departments coordinated stock by repeated calls and follow-ups.
- Without central visibility, shortages and late replenishment were a constant risk.
- Records and shelves did not always match.
What they set up in Asset Infinity
The organization moved its medical inventory into Asset Infinity’s Stores feature, with location-level stock, structured movements and minimum levels for critical items.
One inventory across facilities
Supplies, consumables and operational stock for every hospital are held in one system, with each store, department and stock point set up as a location. (Stores)
Structured stock movements
Receiving, issuing and transfers between locations follow set workflows, so every movement is recorded against the right place. (Stores)
Minimum levels for critical items
Critical medical categories have minimum stock levels, and reorder advice flags items running low before they become unavailable. (Stores)
Stock visible to every team
Reports show current quantities by store and department, so teams check availability on screen instead of by phone. (Insight)
How it works day to day
Here is how medical supplies are now managed from delivery to ward.
- Store staff: receive supplies. Deliveries are received into the right store, and quantities update at once for everyone who checks availability.
- Department staff: check availability on screen. A ward or treatment area sees current stock by store before asking, instead of calling around.
- Store staff: issue to departments. Supplies issued to a department or treatment area are recorded against it, so stock on hand stays accurate.
- Store staff: transfer between locations. When one hospital or store is short, stock is transferred from another, and both records update.
- System: flags items running low. When a critical item reaches its minimum level, reorder advice flags it so replenishment starts before it runs out.
- Store team: counts stock. Regular stock counts compare shelves with the record, and differences are corrected in the system.
- Inventory manager: reviews across facilities. Reports show stock and movements for every hospital, so gaps and slow-moving items are visible in one place.
Before and after
| Before | With Asset Infinity | |
|---|---|---|
| Stock records | Separate spreadsheets per facility | One inventory across hospitals |
| Checking availability | Calls and follow-ups between departments | Current quantities on screen |
| Movements | Manual updates | Structured receiving, issuing and transfers |
| Replenishment | Risk of shortages and late restocking | Minimum levels and low-stock alerts |
| Accuracy | Risk of stock discrepancies | Every movement recorded against a location |
How it rolled out
- Inventory and locations set up. Medical categories and storage locations were reviewed, then hospitals, stores and departments were configured as stock points.
- Movements and reorder levels defined. Receiving, issuing and transfer workflows were set up, and minimum levels defined for critical categories.
- Teams trained and supported. Store and department teams were trained, and replenishment controls were refined after go-live.
The results
- Central visibility of medical supplies across stores and departments
- Low-stock items identified before essential supplies run out
- Timely restocking based on current quantities and minimum levels
- Structured receiving, issuing and transfers across locations
- Less dependence on spreadsheets and departmental follow-ups
- Better coordination between stores, departments and inventory teams
Why it worked
Critical items first
Minimum levels were defined for critical medical categories, so the alerts that matter most to patient care came first.
Every stock point counted
Stores, departments and treatment areas are all locations, so stock is never out of sight.
Refined after go-live
Inventory structures and replenishment controls were adjusted once teams were using them.
Looking ahead
The healthcare organization moved from medical inventory records spread across facilities to one central view of stock and a structured way of managing it.
Teams now monitor supplies, record every movement and see replenishment needs in time. That has reduced manual coordination, improved availability and strengthened inventory control across stores and departments.